Procurement for the Child Nutrition Program Procedures

The Cache County School District Child Nutrition plan for procuring items for use in the Child Nutrition Program is as follows. The procurement procedures maximize full and open competition, transparency in transactions, comparability, and documentation of all procurement activities.

If the amount of purchases is more than the Federal small purchase threshold currently valued at $50,000, or SFA-approved threshold if less, formal procurement procedures will be used as required by 2 CFR 200.318-.326 and Utah State Procurement Code and Regulations 63G-6a. Informal procurement procedures (small purchase) will be required for purchases under the most restrictive small purchase threshold.

• ☑ Centralized System
• ☑ Multi-School Systems
• ☑ State Contract

It is the responsibility of the Director of Student Services/Child Nutrition Coordinator/or Designee to document all projected purchases over $50,000 to ensure correct procurement method.

When formal methods are used (IFB or RFP):

• Advertisement of IFB/RFP placed for 10 calendar days in appropriate media.
• Vendors receive identical specs; specification writers may not bid.
• Documents must include purchase conditions such as:
  • Contract period, delivery schedule, vendor notification, price adjustment clause
  • Methods of evaluation, contract type, award announcement, and protest procedures
  • Access to records, Buy American clause, non-collusion statement, and more
• All bids are reviewed and scored using established criteria (price, quality, service, delivery)
• Lowest responsive and responsible bidder (IFB) or most advantageous proposal (RFP) is awarded

• At least 2 vendors contacted and given written specs
• Quotes handled confidentially
• Director/Designee awards quotes to lowest and best value (price primary)
• All documentation of process and selection maintained

• Used only when no competition is feasible or for testing new food products
• All documentation of justification, vendor selection, and results must be kept
• Approval by the Board of Education required before purchase

1. New product evaluations will consider quality, nutrition, components, cost, and student acceptance (3+ rating moves to Kid’s Fair).
2. Director/Designee reviews every transaction and verifies deliveries.
3. Prompt payment procedures honored.
4. Substitutions require explanation and timeline from vendors.

1. Emergency purchases must be authorized by PO and documented (item, amount, vendor, reason)
2. “Piggybacking” allowed only with all required approvals and documentation
3. Records of procurement retained for 3 years, including rationale, history, award, payments, etc.

1. No employee may participate in procurement if a real or apparent conflict of interest exists involving:
   • Themselves
   • Immediate family
   • Partners
   • Organizations employing the above
2. No acceptance of gratuities or gifts from vendors
3. Violations subject to:
   • Reprimand
   • Dismissal
   • Legal action

Legal References:
Referenced regulations include 2 CFR 200.318-.326, 7 CFR 210.21, and Utah State Procurement Code 63G-6a.

Approved by District Administration: October 26, 2017